new directors' academy 2014 101 - nda july 2014.pdf · private school placement by parents the...

NEW DIRECTORS' ACADEMY 2014

Missouri Department of Elementary and Secondary Education

Special Education Compliance 101

July 23 - 25, 2014

Compliance Session Overview

BURNING QUESTIONS . . . Why do we do what we do? What are we supposed to do? When do we do it? How do we do it? And prove we’ve done it?

2

As we start . . . 3

Why is Compliance Important?

Process Following all the

steps, in the correct order, within the timelines

Content

Implementing the IEP as written and

documenting correctly (Implementation and Evidence)

Compliance is the FOUNDATION of your district’s

Special Education Program

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The “IEP” of SPED Compliance

I Implementation E Evidence P Process

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Learning Outcomes – SPED 101

After today’s training, you will: Identify specific actions to develop efficient and effective compliance practices in your LEA Know the steps in the SPED process and the compliance requirements for each step Be able to apply your knowledge of compliance requirements and resources

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Keep in Mind . . . . Speaking in acronyms

LEA = Local Education Agency IEP = Individualized Education Program

Common terminology (short-hand speak) LEA = school district = responsible public agency Parent = guardian = surrogate parent = age eligible

student (18+ and own legal guardian) Wide-range of experience in the room

Don’t Panic! We are here to help you.

7

The Legal Foundation of Special Education: Why We Do What We Do . . .

8

The IDEA

Individuals with Disabilities Education Act (IDEA) Federal Regulations Missouri State Plan Standards and for Special Education Indicators Manual Local Compliance Plans and Assurance Statements

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Standards & Indicators Manual

FERPA

Protects the privacy of student educational records Applies to ALL students The rights generally transfer to the student at age 18 Basis for the “Release of Information” process and

“confidentiality” training for school staff NOT the same as Missouri’s Sunshine Law

12

Procedural Safeguards

Explains the parent/guardian’s rights under IDEA in regards to: Written Notice and Consent

Independent Educational Evaluation

Access to Records

Confidentiality of Information

Destruction of Records

Parent Participation

Mediation prior to filing due process

Discipline

Private School placement by Parents

The Complaint System (Mediation, Child Compliant, Due Process, Civil Action)

A copy must be provided: Annually Upon initial

referral or parental request for evaluation

Upon a disciplinary change of placement; and

Upon request by the parent

13

Parent Bill of Rights

A Missouri state law requirement (162.850 RSMO).

One page document that summarizes key parent/guardian rights contained in IDEA

LEAs must provide to parents when: a child is determined eligible for special education

services or, when an initial Individualized Education Program (IEP) is

developed and, whenever the Procedural Safeguards Notice is

provided to parents

14

General Supervision

State Performance Plan (SPP)

Annual and Cyclical Reviews

Program Evaluation Program Monitoring

•Graduation and Dropout rates • State Assessments • Discipline • Least Restrictive Environment • ECSE • Disproportionate Representation • Evaluation timelines • Part C to B timelines • Transition • Post-high school Outcomes

•Disproportionality •Discipline •Annual Determinations •SPED Profiles •HQT •Cohort Monitoring

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Questions About…

IDEA FERPA Procedural Safeguards Parent Bill of Rights General Supervision

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What are we supposed to do? When do we do it? How do we do it? And prove we’ve done it?

SPED Through the School Year 17

Prior to and During the Beginning of the School Year 18

Prior to and During the Beginning of the School Year

The 500’s and 550’s Transfer Students

The 100’s Personnel Standards Beginning of Year Trainings/Procedures

The 200’s Compliance Procedures

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In-State Transfer

Transfer Students: Ensuring a smooth transition to their new school . . .

20

Initial Contact / Enrollment Paperwork

Train staff who process new enrollees to the district “Trigger” words

Check enrollment forms Common language

Staff must LOOK, LISTEN and ASK

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Gaining information

Receiving School: Talk with parents and staff from sending school

Sending School: Share

information about student’s evaluation and IEP

Records Interview

Receiving School: Request within two (2) days of enrollment Sending School: Send within five (5) business days of receiving request for records

22

Beginning the Transfer Process

Is there reason to suspect that the new student is a student with a disability based on enrollment paperwork, interviews and/or student records?

Yes No

Enroll the student in general education following district policies

Is the student transferring from In-State or Out-of-State? Be sure to use the correct form so that you follow the required compliance procedures for the type of transfer of your student

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Plan to Provide FAPE

IDEA requires that students with IEP’s receive FAPE

IDEA requires that, if an IEP is received at enrollment and there is a delay in accepting or rejecting that IEP OR if the IEP is rejected and there is a delay in developing a new annual IEP, the public agency in consultation with the parent must provide FAPE to the child including services comparable to those in the previous IEP

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Decisions about the IEP

Accept = Implement EXACTLY

Reject = provide comparable services until new annual IEP

is developed

NO Interim IEP

NO IEP Amendment to Transfer IEP’s

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No Evaluation Report and No IEP

Did a review of information on enrollment form indicate the student was receiving or had previously received special education services?

Yes No Did interviews indicate there is any reason to suspect

that the student has a disability? Yes No

Enroll in general ed

Enroll in general ed

Handled differently for in-State and out-of-State

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If Evaluation Report Received within 30 days of Enrollment

Is the evaluation report compliant and does it contain all information to determine eligibility in Missouri?

Reject Accept

In- State: Initiate reevaluation Must provide comparable services until eligibility is determined

In-State: Develop annual IEP ASAP Must provide comparable services if any delay

Out-of-State: Develop annual IEP ASAP

Out-of-State: Initiate initial evaluation May provide comparable services until eligibility is determined

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Where the student transfers from makes a difference!

Transfer Student Scenarios

Personnel Standards: Ensuring high quality staff for students. . .

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Paraprofessionals: Credentials and Training Requirements

Credentials (Indicators #: 100.240-100.270)

Training (Indicator #: 100.280)

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LEA Options for Providing Speech/Language Services

SLP

• Speech/Language Pathologist • Must be licensed through the State Board of Healing Arts • May also be certificated through DESE

SLP-A

• Speech/Language Pathology Assistant • Licensed through the State Board of Healing Arts • Supervised by SLP • Permanent delivery model

SI

• Speech Implementer • Certificated teacher approved by DESE • Supervised by SLP • Requires ANNUAL approval from DESE

Compliance Procedures: Creating your “To Do List” for the coming school year. . . 33

State Board Operated Programs (SBOP)

Missouri School for the Blind (MSB) located in St. Louis

Missouri School for the Deaf (MSD) located in Fulton

Missouri Schools for the Severely Disabled (MSSD) located throughout the state

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Child Find

How publicized Published in newspaper or on LEA website and on radio or

TV Included in LEA handbook, newsletter or flier Posted in all administrative offices

When publicized By November 1 of each school year

What is included The agency’s responsibility to identify, locate, and evaluate

children with disabilities including private, parochial or home schooled children ages 3-21.

Can use State model public notice

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CYCLICAL COMPLIANCE MONITORING

Plan for Known Timelines

Three Year Reevaluations Annual IEP Reviews

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Reevaluation

At least once every three years – CANNOT be extended 10/23/10 10/23/13 Three years = 36 months = 1095 days = 3 years + 0 days

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IEP

At least once annually – CANNOT be extended 10/23/11 10/23/12

10/22/12

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Notification of Meeting (NOM)

Why is it important? Provides notification of the purpose of the meeting Provides details about the meeting (when/where/who) Provides procedural safeguards information Provides the parent enough time to make arrangements

to participate in the IEP meeting if they so chose Provides documentation of following the process for

compliance with IDEA

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Notification of Meetings – Planning Ahead

Start of School Trainings/Procedures: Ensuring Confidentiality for students

42

Questions About…

Transfer Students Personnel Standards Compliance Procedures Start of School Trainings/Procedures

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By Beginning of Winter Break 44

By the Beginning of Winter Break

The 100’s Private / Parochial / Home Schooled Independent Educational Evaluations (IEE) Educational Surrogates

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Private/Parochial/Homeschooled: Providing support to students with disabilities. . .

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Service Plans - Not an IEP!

Each parentally placed private school child with a disability who has been designated to receive special education and/or related services must have a services plan.

The services plan describes the specific special education and/or related services that the LEA will provide to the child.

The LEA must ensure that a representative of the private school attends each meeting to develop the services plan.

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Independent Educational Evaluations: Getting a second opinion. . . 48

Responding to a Request for an IEE

Educational Surrogates Looking Out for the Student’s Best Interests. . . 50

Questions About…

Private / Parochial / Home Schooled Independent Educational Evaluations (IEE) Educational Surrogates

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Break

Take a 10 minute break!

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By Beginning of Spring Break 53

By the Beginning of Spring Break

The 100’s National Instructional Materials Accessibility

Standards (NIMAS) National Instructional Materials Center

(NIMAC)

The 200’s Extended School Year (ESY) MAP / MAP-A

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NIMAS / NIMAC: Ensuring Accessible Materials. . . 55

Extended School Year (ESY): Ensuring Students Maintain Skills Over Breaks. . . 56

Extended School Year (ESY)

Determined by the IEP Team Determined on an individual basis to ensure that

FAPE is provided ESY services within the IEP must document:

the goals to be addressed the type and amount of special education and related

services to be provided the frequency of the services the duration of the services the location of the services

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MAP / MAP-A . . . Measuring Student Progress 58

Overview of the MAP

MAP

Grade-Level Assessments

End-of- Course Assessments (EOC)

ACT

ACCESS for ELLs

MAP-Alternate

NAEP

Personal Finance

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MAP-A: Fiction vs. Fact

Only student with the most significant cognitive disabilities who meet the eligibility criteria should take the MAP-A

ALL eligible students can participate in the alternate assessment

The 1% rule applies ONLY for accountability purposes NOT participation

Any student who would score poorly on the MAP should take the MAP-A

Only 1% of students in the district or state can participate in the MAP-A

When an LEA exceeds the 1%, individual student scores and reports are changed

FICTION FACT

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FLOW CHART /\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/

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CHECKLIST

/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/

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GUIDANCE DOCUMENT

/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/

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Determining Eligibility for MAP-A

Any “NO” Criterion = NOT eligible to participate in the alternate assessment

All “YES” Criterion = ELIGIBLE to participate in the alternate assessment

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Documenting MAP on the IEP: Special Considerations

/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\

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Form D MUST Match Form F 67

All accommodations selected on Form D MUST MATCH

those selected for the student on Form F

Form D and Form F – Making Them Match

Questions About…

National Instructional Materials Accessibility Standards (NIMAS)

National Instructional Materials Center (NIMAC)

Extended School Year (ESY) MAP / MAP-A

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By End of School Year 70

By the End of the School Year

The 100’s Contractual Services / Approved Private

Agencies Destruction of Records

The 200’s Summary of Performance Graduation / Notice of Action

Graduation / NOA

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Contractual Services: Providing Services When the LEA is Unable. . .

72

Destruction of Records: Getting Rid of Out-of-Date Paperwork. . .

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Transitioning out of High School 74

Summary of Performance (SOP)

Indicator 200.1320 Required when a student’s eligibility for IDEA terminates

by Graduating from High School Exceeding the age of 21

Must include a summary of academic and functional performance AND recommendations for how to assist the student in meeting post-secondary goals

Provided to the student Not more than 60 prior to expected date of eligibility

termination OR Not more than 30 days after eligibility has terminated

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Prior Written Notice of Action: Graduation or Reaching Age 21 Indicator 200.1180 Required because eligibility for IDEA is changing Student will NO LONGER be eligible for special

education

MUST be provided at least 10 days prior to expected date of graduation or 21st birthday of the student Parent CANNOT waive the 10 day waiting period

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Questions About…

Contractual Services / Approved Private Agencies

Destruction of Records Summary of Performance Graduation / NOA

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24 / 7 / 365 (Everyday!) 78

24 / 7 / 365 (Everyday!)

The 200’s Prior Written Notice Evaluations IEPs

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Prior Written Notice (NOA): Notification of proposed changes. . .

Triggers for Prior Written Notice

Written notice must be given to parents a reasonable time before the responsible public agency:

Initiates or changes:

the identification, evaluation, educational placement of the student

the provision of a free appropriate public education of the student

Refuses to initiate or change:

the identification, evaluation, educational placement of the student

the provision of a free appropriate public education of the student

NOA must be provided no less than 10 days prior to the proposed action

Disciplinary change of placement need not follow the 10-day guideline due to the stay-put provision

If the parent has agreed to a change through the amendment process and a signature has not been obtained, the school district should document the date the agreement was obtained and implement the change immediately.

Exception #1 Exception #2

Parent Revocation of Consent

Regulations allow parents to revoke consent for a special education evaluation as well as special education and related services.

Request in writing Notice of Action terminating services No reevaluation required

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The Referral and Evaluation Process: Taking a CLOSER Look . . .

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Review of Existing Data (RED)

Participants Meet in person or confer Contents Date conclusions and decisions are finalized Identify what additional data, if any, are needed Prior Written Notice

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Model Form: Review of Existing Data 89

USE DESCRIPTIVE TERMS – NOT “NO CONCERNS” COMPLETE EVERY SECTION – DON’T LEAVE ANYTHING BLANK

Tips for Completing the RED

No Concerns

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No Concerns

RED: Team Conclusions and Decisions 91

Eligibility Determination: Criteria for Special Education in Missouri

Standards and Indicators Manual, 600 through 2100

Teams must follow criteria for determining eligibility Some options in MO:

Professional judgment (SLD, Language Impairment, Sound System Disorder, TBI, and YCDD) Use of RtI or Discrepancy (SLD) Use of YCDD category

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Evaluation Timeline: How to Count to 60

Evaluation Reports

Summary of all reviews of data, assessments, observations

Must be provided to parents within a reasonable period of time (generally 20 days) after the eligibility determination

Must include basis for determination and supporting data/information

Must include names and roles of individuals making the eligibility determination

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Exclusionary Statements Required for All Evaluation Reports

The disability is not the result of: A lack of appropriate instruction in math or limited

English proficiency A lack of appropriate instruction in reading

including the essential components of reading instruction which includes: Phonemic awareness Phonics Vocabulary development Reading fluency including oral reading skills Reading comprehension strategies

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Exclusionary Statements

The IEP Process: a TEAM approach to planning . . .

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IEP Team

The parents of the child LEA* Regular education teacher* Special education teacher* Individual who can interpret the instructional

implications of evaluation results* Other individuals who have knowledge or expertise

regarding the child The student (by age 16)

* Required team members who may be excused with

parent consent

98

Reminders for IEP Meetings

Notification MUST provide parent with the opportunity to participate

However, parent does NOT have to participate in the IEP meeting – LEA can hold meeting without parent

MUST invite student if age 16+ AND document MUST have a written Release of Information to invite

any outside agency to each IEP meeting MUST have a written Release of Information to share

confidential information with anyone the parent brings to the IEP meeting

99

IEP Team Participants: Need Consent or Not

A “snapshot” of the student for both academic and functional performance

The foundation for the rest of the IEP

Present Level

Annual Goals Services Placement

Present Level of Academic Achievement and Functional Performance (PLAAFP)

101

Special Considerations 102

Measurable Annual Goals

Specific to a particular skill or behavior to be achieved

Measurable Attainable Results oriented Time-bound

103

Present Level

Annual Goals

SMART Goals

Special Education Services

Specific special education service Clearly described (specialized instruction in reading) NOT a class (Science)

Amount of time Duration Location Frequency

105

Present Level

Annual Goals Services

Related Services Transportation Speech-Language Pathology Services Audiology Services Interpreting Services Psychological Services Physical and Occupational Services Recreation Counseling including Rehabilitation Counseling Orientation & Mobility Services Medical Services for Diagnostic or Evaluation Purposes School Health Services & School Nurse Services Social Work Services Parent Counseling and Training

106

Supplementary Aids and Services

Counseling services Paraprofessional support Transportation Health services Clubs sponsored by the public agency Referrals to agencies that provide assistance to individuals

with disabilities Employment of students, including both employment by the

public agency and assistance in making outside employment available.

107

Modifications and Accommodations / Supports for School Personnel (Form F)

Specific program modifications (examples): testing materials discipline classroom modifications student tutors nonacademic and extracurricular services

Duration Location Frequency Description of the supports that will be provided

108

Least Restrictive Environment (LRE) 109

Placement 110

IEP Amendment

Allows for changes made to the IEP with or without an IEP meeting Without an IEP meeting MUST be agreed upon by both the parent of the child with a

disability and the LEA representative With an IEP meeting Follow the process for holding an IEP meeting and provide Notice

of Actions (if required) Must provide parent copy of the IEP amendment OR

revised copy of the IEP incorporating the amendment

111

Questions About…

Prior Written Notice Evaluations: Process and Forms IEPs: Process and Forms

112

Mediation Child Complaints Due Process

The Complaint System: When Things Aren’t Working . . .

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Comparing the systems

Mediation Child Complaint Due Process

Format?

Informal Confidential

Formal Confidential

Formal Confidential

Who decides?

Supports mutual problem solving

Commissioner makes final determination

Solution ordered by hearing panel

How long does it take?

Mediation session less than a day

Process may take several weeks Hearing may last several days and process may take several months

How is information gathered?

Supports open communication

Communication with investigator Witnesses testify under oath

How are decision made? Agreements made jointly Determined by allegations Law-based solution

Agreement? If no agreement reached, can pursue other systems

Decision of Commissioner is final Decision binding; however, can be appealed to state or federal court

Timeline to complete process?

Must be completed in 30 days

Must be completed in 60 days unless an extension is needed to determine the facts

Can be completed in 45 days but usually takes approximately 6 months

Legal representation? Attorneys cannot participate

Attorneys neither required nor prohibited

Parties are represented by attorneys

Format of process? Parties meet face to face for an informal discussion

Parties do not meet, investigator requests information from both sides and independently reviews it

Parties meet face to face in adversarial setting

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Comparing the systems

Child Complaint Due Process

Who can file? Parent (educational decision maker)

Individual Organization

Parent (educational decision maker) LEA

Time to file Within 1 year of the issue Within 2 years of the issue

Time limit to make decision?

60 days from filing of complaint 45 days after resolution meeting or failure of mediation

Extensions permitted?

Yes Yes

Who Investigates?

Office of Special Education staff The parties and then the evidence is presented at the hearing

Who makes the decision?

Commissioner of Education Administrative Hearing Commissioner

Stay Put apply? No Yes

Can the decision

be appealed?

No Yes

Questions About…

The Complaint Process Any other burning questions?

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Activity 117

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